School Receptionist

Workplace Circumstances

• Environment: Educational (schools / universities etc.)
• Languages: English, Khmer
• Location: Phnom Penh

Position Summary

Department: Support Staff

Reports To: Business Services Manager

Location: Shrewsbury International School Phnom Penh – Sen Sok

Duties & Responsibilities

• To welcome and assist all visitors, maintaining high levels of service and professionalism at all times.
• Helping families ensure their children access the building in the morning.
• To assist with pupil welfare matters, always, but particularly at drop-off and pick-up times.
• To be responsible for the answering of the School Reception telephone at opening in mornings; assisting callers, taking messages and passing on information as appropriate, and in a timely manner.
• To be aware of responsibility as the first member of staff that visitors and parents will speak to upon visiting the school.
• To act as a first line of defence in our Safeguarding procedures.
• To liaise with the security team appropriate to communicate anticipated visitors and requirements to maintain secure site access.
• To ensure visitors sign in and out, wear their visitors badges when they are on site, and sign-in to declare they have read and understood the Safeguarding information.
• To ensure the Reception area is fully resourced and maintain information, displays and resources at all times.
• Daily management of pupil registration and attendance records for children, visitors and staff, ensuring that registers are always correct and ready, in case of emergencies.
• Perform the pupil attendance support function.
• To support fire drills to run smoothly, taking registers and sign-in sheets to the muster point.
• To provide administrative support, such as: data entry, making phone calls, assisting with administration regarding the school facilities and services, selling school uniform and managing stock, photocopying, word processing, ordering supplies, mailing and courier duties,
• To provide parent communication support, monitoring the school channels and posting and responding accordingly, eg. Class Dojo, Telegram and email.
• Ensure the Reception area is tidy and presentable at all
• times, and always free from any health and safety hazards.
• Liaise with the school nurse, class teachers and other staff on matters relating to pupil wellbeing.
• Support staff and visitors for all school events and take a lead supporting parent facing events such as Parent Workshops.
• Support teachers organise and prepare school trips.
• Maintain and stay updated with suppliers regarding purchase orders and payment
• Translate documents or meetings upon request (Khmer to English or English to Khmer) upon request from management.
• Support Head of Primary with tasks such as preparation for Friday assemblies.
• Creating Purchase Orders (POs) and other administrative documents to support the Principal and Head of Primary (HOP).
• After School Clubs Registration:
• Confirming club registrations with existing parents and sharing the schedule.
• Providing updated pupil lists of different clubs.
• Creating hard-copy registration lists for the receptionist and club coaches/teacher
• Communicating with instructors regarding any changes to the school calendar or pupil numbers.
• Maintaining up-to-date teacher and registry files.

Languages

• Khmer - Fluent
• English - Fluent

Qualifications

• Bachelor's Degree

General & Technical Skills

• A Secretarial or Administration qualification is a plus
• Receptionist experience is preferred
• Must be fluent in both English and Khmer, both spoken and written
• Experience working in an international school as a Receptionist or in the Administration Team is desirable

Soft Skills

• Excellent telephone manner and communication skills
• Ability to maintain a high level of customer service at all times
• Strong interpersonal skills and the ability to work effectively with a wide range of internal and external stakeholders, and other visitors
• Warm, welcoming and approachable manner
• To understand the importance of Safeguarding and Child Protection
• Flexible and supportive
• Excellent organisational and time-management skills
• Good attention to detail
• Ability to interpret and apply guidelines and procedures
• Ability to work under pressure and remain calm
• Willingness to take on multiple tasks and go above and beyond the scope of this job description
• Self-motivated and enthusiastic
• Proactive
• Adaptable